Export Procedures and Documentation

Procedures and the documentation required when exporting depend on the type of export that has been declared i.e exports from open stock, temporary exports and re-exports.

Direct Export

This refers to procedures where goods which are destined for final export from Malawi, e.g. goods from open stock, direct exports of goods after bonded warehousing and exportation after free zone or bonded factory procedures.

Temporary Exports

This refers to procedures where goods being exported will be returned to Malawi, and included:

Temporary exportation for outward processing manufacturing/processing: Goods exported under this procedure must be produced to Customs prior to exportation.

Temporary exportation for repair: The goods may be exported for repair in another country and then returned to Malawi. The goods on their return may be subject to import charges on the value of the repair.

Temporary exportation for return in an unaltered state: Refers to goods being exported and then returned to Malawi without any change or processing having taken place on the goods. e.g. goods exported for trade fairs and vehicles exported for return

Re-exports

This refers to procedure where goods are being exported after temporary admission, and is of different types:

Re-exportation after temporary Admission for return in unaltered state

Re-exportation after free zone or bonded factory procedure

Export Documentation

Documentation in export trade is vital in that documents have to be completed before the consignment leaves the country of origin and at the destination to enable the consignee in the importing country to clear the goods through local authorities. It must be noted that if the documents are not properly completed they may be rejected on presentation to customs authorities and this may interfere with the free movement of goods resulting in delays and missing delivery dates.

The following are the major effects of a poorly completed /missing documentation:

The cost of interest charges incurred by the exporters as a result of delays in receiving payment.

The costs of putting the problem right, such as telephone bills, courier charges for sending replacement documents, bank charges for amending documents such as letters of credit and, possibly, loss of credit insurance cover.

Perhaps the most serious, but also most difficult to quantify, is the cost to the relationship between the exporter and the customer. A new customer will be upset by poor documentation and the result will be he/she will be reluctant to do further business with the exporter concerned.

The documents most frequently required for an export shipment are the following but the exporter should remember that they vary depending on the export procedure used, the type of goods and market requirements:

Document Name

Issuing/Controlling Authority

Statutory requirement

Goods

Customs Bill of Entry F12

MRA

Single administrative document for customs declaration

All goods more than MK500, 000 in value

Form 38

MRA

manual declaration form for minor exports

Baggage exports

Form 44

MRA

Proof of export under duty drawback

All goods for which duty drawback/refund is claimed

Form C300-

Temporary Export Permits (TEP)

MRA

Manual Temporary Export declaration for Malawian registered vehicle

Temporarily exported Malawian registered motor vehicles

General Registration Certificate (Form 48)

MRA

Export declaration for minor exports for repair and return

Goods for repair of minor value

CD1 Form

RBM

Foreign Exchange Control

Exports of more than US$5000.00

The Commercial Invoice

Exporter

Declaration of value

All commercial goods

Certificate of Origin

MRA

MCCCI

Proof of origin of goods

Depends on the preference regime being sought

Bill of Lading

Shipper/transporter

Defines contract between exporter and shipper

Goods transported through sea

The Consignment Note or Airway Bill

Transporter

Transporters’ declaration of goods carried in the conveyance

Goods transported by road and air respectively

Sanitary Certificate

Department of Animal Health

Certification of health of animal and animal products

Live animals

Animal products

Phyto-Sanitary Certificate

Ministry of Agriculture and Irrigation

Certification of health of plant and plant products

Scheduled plant and plant products

Import Permit

Relevant authority in destination country

Certification of conformity to health and security measures in importing country